IN THE MEANTIME INTERIM SOLUTIONS TO AUTOMATED DATA

IN THE MEANTIME…. INTERIM SOLUTIONS TO AUTOMATED DATA CAPTURE

Nancy Cole, BS, CTR Non-Hospital Reporting Coordinator Missouri Cancer Registry

THANKS TO SUE VEST, CTR, MCR PROJECT MANAGER JEANNETTE JACKSON-THOMPSON, MSPH, Ph. D OPERATIONS DIRECTOR DEB SMITH, CTR, QA COORDINATOR CHETAN WASEKAR, MD RASHMI KALGI, DDS

This project was supported in part by a cooperative agreement (#U 55/CCU 721904 -03) between the Centers for Disease Control and Prevention (CDC) and the Missouri Department of Health and Senior Services (DHSS) and a Surveillance Contract between DHSS and the University of Missouri.

n “The need to get paper-based forms into a computer-usable format is greater than ever. ” Mark Hayes, www. edocmagazine. com January/February 2001

n n n 83% of all documents are forms $6 billion spent annually on paper forms As much as $360 billion spent processing them Source: AIMM - The Association for Information and Image Management

DATA CAPTURE n Data capture means obtaining data for a computer n n n Collecting documents to be typed or scanned in Turning images into editable/searchable text Not the same as document capture n Imaging or photocopying

Automated Data Capture n Census Bureau – In 2000, implemented a data capture & management system. n Processed more than 154 million documents in less than 170 days, with a >98% accuracy

Automated Data Capture n Automated data capture means obtaining data directly by an input device without using a keyboard. n Bar code readers n Scanning pictures n Using document readers (OMR, MICR, OCR)

Types of document readers n n n Optical Character Recognition (OCR): reads text & software recognizes the letters from their shapes Intelligent Character Recognition (ICR): Good for capturing handwritten data Magnetic Ink Character Recognition (MICR)/Optical Mark Reader (OMR): checks or standardized tests

Data Capture Forms n Data capture forms are designed to have computer input data written on them. n Data is standardized n Form designer & Adobe n PDF

Database n n n Created during form development Data - exported to preformatted database (NAACCR 10) Stored on hard drive n n Can be networked Exported n Data exported to database when verification completed

Other Features n n Can scan supporting documents along with form. Will be bundled as one document. Default confidence settings

Phases of Data Capture n Scanning & Importing n n Recognition n n (scanner) (reader) Verification n (verifier)

How it works Incoming Faxed forms Form ID Form Images Fax Modem designer Form recognition Fo rm Da ta OR Form Scanner reader Digitized form data [uncorrected] MO-CRIS database [Oracle] Edits Local database MS-Access verifier Digitized form data [corrected]

Kansas Central Registry n n Storage of non-hospital documentation Document management “Digital Document Management: There is Far More to It Than Meets the Eye” Sue-Min Lai, Ph. D. , MS, MBA Journal of Registry Management • 2003 • Volume 30 • Number 4

Kansas Central Registry n n n Scan Index by Facility #, Date of Diagnosis, Document Type Saved in database accessible by staff

Benefits n n Enhances data quality due to reduced data entry errors Reduces personnel necessary for data entry n n Hospitals like the PDF forms n n n 1, 800 abstracts from manual hospitals Prefer typing to writing Drop-down boxes helpful Good scalability – different forms – all being handled by the same process

Issues n n n Handwritten text hard to recognize Data quality review by non-CTR is clerical only Difficulties with lost/missing forms submitted via internal fax IT Support Unused capabilities n n Can we use it like KCR? Expense

Look before you leap! n n How accurate are paper forms processing systems? How easy are electronic forms to design & use? How much does it cost to implement these capture solutions & what is the payback? How much have the systems improved since you last looked at then?

Can you really use this? n n n What are your needs? What are your goals? What are your considerations for: n n n Turnaround time Accuracy Price Volume Speed

MCR n Hardware n n n Dedicated server Scan station Fax modem Work station Software n n n Cardiff Teleform Suite (now Verity, Inc. ) Phonetools Adobe Professional Version 6. 0

Nancy Cole, BS, CTR Missouri Cancer Registry PO box 718 Columbia, MO 65205 1 -800 -392 -2829 [email protected]. missouri. edu *Chetan Wasekar, MD cjw 5 f [email protected]. edu

http: //mcr. umh. edu